The Treatment Opportunity Pipeline provides a centralized view of all potential admissions and serves as the home base for admissions and outreach teams managing the pre-admission process. It helps users document essential intake details, track patient status, and take action quickly from a single, customizable workspace.
Accessing Treatment Opportunity Pipeline
By default, the pipeline shows active records only. You can toggle to view inactive or incomplete records to get a full view of all prospective admissions.
- Navigate to CRM > Admissions Management > Pipeline.
- The grid displays key information about each potential patient:
- Demographics (DOB, age, ZIP code, phone)
- “Interested In” and “Seeking Treatment For” fields
- Last communication log
- Insurance and referral source
- Contact details
Each user can customize the pipeline view by pinning columns, hiding fields, changing the layout, or adjusting background colors.
Quick Action Features
The Admissions Pipeline enables staff to take immediate action directly from the grid. Right-click a patient’s name to access:
| Action | Description |
|---|---|
| Open/Edit Patient Information | Update demographics, contact info, insurance, documents, and tasks |
| Open/Edit Treatment Opportunity | Track opportunity status, add assessments, link communication logs |
| Add Communication Log | Document calls, emails, and touchpoints |
| Add Patient Contacts | Create contacts for individuals supporting the patient |
| Create Tasks | Assign follow-ups to yourself or your team |
| Add Patient Notes | Add informal notes to the record |
Best Practice: Always perform these actions through the pipeline to ensure they are linked to the correct Treatment Opportunity.
Editing the Patient Record
You can open or edit a patient’s record from the pipeline:
- Edit opens a modal while keeping you in the pipeline.
- Open displays the record inline.
From there, you can:
- Update patient demographics
- Add/edit phone numbers and addresses
- Add emergency contacts
- Upload documents
- Add communication logs
- Create new insurance records or tasks
Managing the Treatment Opportunity
Within the opportunity, you can:
- Update the Opportunity Status, which reflects the stage of the intake process and should be updated regularly to avoid duplication of treatment episodes and maintain accurate reporting.
- Associate insurance and assessments.
- Link or create communication logs.
Add Communication Logs
Use Communication Logs to document every interaction with a potential patient or contact. Required fields are Date, Reason for the call, and Notes. Tip: If you include a follow-up date, the system will prompt you to create a corresponding task
Best Practice: Log every conversation, even if it’s with a contact or referral source—not just the patient.
Why It Matters:
-
- Legal Compliance: Ensuring that your pre-admission process is legally compliant.
- Continuity of Care: Ensuring smooth transition into treatment
- Quality Improvement: Identifying areas for improvement in patient care
- Risk Management: Protecting patients and the organization from harm/liability, and minimizing, monitoring, and controlling the impact of unfortunate events
- Staff Accountability: Ensuring that staff members are following proper procedures
Add Patient Contacts
A Patient Contact is someone working on behalf of the patient (e.g., family member, guardian, interventionist).
- Required fields: First and Last Name
- Recommended: Phone or email for follow-up
- Best Practice: Use the Copy Address from List option if the contact shares the same address as the patient.
Creating Tasks
Tasks are used to track follow-ups, reminders, or team to-dos. Depending on your role, you can assign tasks to yourself or others. With tasks, you can set priority, customize task types and tags, and receive task notifications.
Task Types:
- Individual: Each assigned user must complete the task individually.
- Group: Any assigned user can complete the task on behalf of the group.
Adding Patient Notes
Patient Notes are basic, informal notes added to the patient record. Use these for general observations or quick updates. Once a patient note has been saved in a patient record, you can view the existing note directly from the Patient Record.
Best Practice: Document detailed interactions or exchanges with a patient, patient contact, or referral source in the Communication Log instead.